Access or Excel

I end up doing all sorts of analysis and pattern studies on my database, so Excel works for me.  It's really probably a matter of which you like to use more than anything else.

Either. Depends on your expertise with databases. Access' forte' is that it can be set up as a relational database and is really flexible. You can also set it up as a "flat file" , which is all you really need for tracking train inventory, valuations, etc. but IMO is overkill for that purpose. I'm proficient in both and use Excel. Actually, for trains, I use Google Docs spreadsheet app so I can access inventory using my smart-phone.

I use Excel.

This is neither but you might want to consider it ...

 

http://easy-model-railroad-inventory.rclsoftware.com/

 

BTW it is free

Access, but you have to know how to properly set up a relational database and the relational links between tables. Once you get that done, you can set up your queries on which to base your reports.

Unless you have hundreds of items to track,  Access is overkill.   Excell is fine if you know how to use it to its full potential.

-Greg

A MS Trainer once taught me.

 

Excel is for Math

Access is for data

 

But I break that rule every day and use Excel for data.  It's just easier for me.  I agree with Lee and the others.  Use Excel.

 

Ron

 

Another vote for Excel.

Has worked for me for years.

 

Rod

I purchased Access 1.0 when it was first released to inventory my trains. I've been using a version of Access since. If you do not already own MS Access, you may wish to consider the Open Office suite, which includes a database program. It is shareware, and is free.

I have a background in database, so it was easy for me.

 

MS Access has a lot of wizards to help folks get started with the product, and establish their database. I doubt any of us have enough train stuff to have to really worry about designing an efficient commercial grade database. 

I just use my credit-card statements. 

Scan the receipts, name the scanned item or items what was purchased. This will provide you inventory, where and when purchased and the cost. Name a folder "trains purchased" and file all scans in the folder.

Another nomination for Excel (but I have never really learned access, so for me I would be learning it from scratch just for train inventories)

 

Using Data Filtering is a good way to group items if you create columns for various properties.  You can "group" columns to hide ones you don't use all the time.

 

Example, you can have columns for brand, type of item (steam diesel, freight, passenger, accessory, set, etc).  Once you have a list of items with all these parameters entered, it's easy to use the pull down filters to only show "MTH - Steam Engines" or "Lionel - Accessories", etc.  You can also implement pull-down lists for your choices for each category so you don't have to worry about typos messing up the system. (like wondering why you cant find a Lionel steam engine when you fat-fingered "Loinel" when typing for one steam engine - just an example. )

 

The only part I haven't thought of a clean way to deal with using Excel is if you do wish to include pictures of everything.  There is the ability to do hyperlinks, but I can't think of a clean non-congested way to load photos into the spreadsheet without causing it to be unwieldy.  So if that's a big part of your desire, maybe you should use Access, it sounds like that's easy to incorporate based on what others have written.

 

-Dave

I have tried some off the shelf programs but ended up using Excel and set up my way of sorting by mfg. etc. and find it best fits my way of classifying data.

 

Jack 

You may be able to do multi-tasking and add to your general accounting/book keeping with a bit more expensive program.  We used QuickBooks Pro for our general business accounting 2000 and on.  Surprisingly my wife still uses it for our personal accounting. If you decide to sell an item, customer list, and parts list would allow for generating an invoice with mailing address.  It's interesting to note that a lot of train purchases, that I have received, have invoices that appear to be a QuickBooks format.  Our accountant would not talk to us with out an accountant's copy of our current Quickbook files.  Quarterly and End of year taxes were a breeze.  IMO 

How about ones for Apple OS X?   (Ya I know I could emulate Windows but I don't want to)

 

For those that use Excel.    Anybody wish to share their template?   Meaning an empty spreadsheet.

 

 

Trevize,  I use Numbers in OS10. It is very close to Excel.  I am no expert but Numbers is easy to setup. Each row is an item and each column is part of the description,  brand, cost, date, car number, type of item, etc. etc.

Numbers can both read and write to Excel spreadsheets, so in most cases, an Excel template can be used quite happily in Numbers. 

For MAC users there is also Bento which is made by Filemaker. It is a relational DB similar to Access. There are a lot of free templates on their website. I have been using it for about 5 years, but I had some background in Access from my working days.

Excel here. I store cars in cases. Each case is an independant worksheet tab. I also keep a master sheet so I can sort and filter to my heart's content. Still regret adding the column for $$$.

 

Gilly

That actually made be laugh out loud!

--Greg

I cannot agree with this more. If you are going to do more than maintain a simple list of items then use access.

 

 

How computer savvy are you?

 

There's a lot of overlap between advanced Excel and beginner Access. As mentioned, Access would allow for more advanced searching through the data, but it takes more time to set up and frequently to enter the data with the extra details. Excel has been made significantly more powerful over time as a result of so much information having been originally entered in Excel (Pivot tables come to mind as something that can get sufficiently close to Access for many people).

 

In the end, it really is a matter of how much time you want to put into it...

 

If you're looking to be able to port your data to your phone (might come in handy at train shows, etc.), Excel might be the better choice.  I am going to explore that Google Docs spreadsheet app...that may be the way to go in order to sync with your home computer and have remote access from your phone.  I can't tell you how many times I have been at work and an item came up on the Buy/Sell board and I wasn't sure if I already had the road number.  It would be nice to obtain that info right from your phone.

 

Rick